FINAL 9/12/07
ODOT Linear Asset Management Program
Roles and Responsibilities Decision Paper
ODOT is responsible for managing billions of dollars in linear transportation assets
such as bridges, traffic control devices and roadways. The investment to plan,
construct, operate and maintain these assets is accomplished by ODOT through the
focused allocation of staff and funding resources.
ODOT assets, over their life-cycle, are effectively and functionally managed via the
shared responsibility of various ODOT organizational units.
The purpose of this white paper is to describe the roles and responsibilities of key
ODOT organizational units and staff for ODOT controlled asset groups.
These asset groups, which are described generically and functionally and not by
organizational authority, are:
Pavement Group which includes shoulders, paved and unpaved roadway
surfaces and pavement base.
Bridge Structures Group which includes bridges, tunnels, bike/ped over
crossings, and protective screening. (National Bridge Inventory (NBI)
culverts with a span >20 ft are managed as bridges).
Drainage Structures Group which includes catch basins, ditches, drainage
inlets, culverts (culverts with a span <20 ft), and storm water facilities such
as: pipes, manholes, drains, ponds, swales, diversion structures, tide gates
and weirs.
Traffic Group which includes signs, sign bridges, signals, intersection
flashers (including flashing beacons), illumination, automatic traffic
recorders, pavement markings, roundabouts, rumble strips and ITS items
such as: variable message signs, other dynamic msg. signs weather stations,
cameras highway advisory radio, ice detectors, ramp meters, call boxes,
warning systems and automated gates,
Roadside Group which includes traffic structures, retaining walls, sound
walls, right-of-way, traffic barriers (which include guardrails), right of way,
road approaches (which include driveways), curbs, access control,
landscaping, impact attenuators, fencing, bike lanes, bike/pedestrian paths,
delineators/mileposts, mailbox supports, turnouts, parking, parking
restrictions, unstable slopes rock fall protection, sidewalks, interchanges,
ADA Ramps, and runaway truck refuges, highway right-of-way.
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Special/Miscellaneous Group which includes environmental resources
wetlands and habitat improvements, mitigation sites, stockpiles & disposal
sites, aggregate sites, safety rest areas, communications network, weigh-in-
motion sites (WIM), GPS base stations, right-of-way associated with items
in this group and Sno-Parks.
Non-linear Group which includes Facilities, equipment, vehicles, Traffic
Management Operations Center (TMOC), enterprise data (includes roadway
geometry information), and computer software.
Organizational Roles &Responsibilities
The following is a brief description of the organizational roles and responsibilities
of key ODOT units.
Technical Services
Responsible, in coordination with Transportation Development Division
(TDD), for development and implementation of ODOT’s Asset
Management Program and to provide organizational leadership for
management of ODOT linear asset data.
Responsible to establish, operate and maintain asset management systems
that monitor ODOT assets over their entire life-cycle.
Responsible, in conjunction with TDD, to establish corporate policy and
guidance for the QA/QC of ODOT linear asset data.
Responsible for strategic management of the highway infrastructure and to
provide leadership role to maintain an up-to-date inventory of ODOT linear
assets, stay current on the condition of each key asset, develop and run
models to analyze system needs, and to provide programmatic
recommendations to inform project decision making.
Responsible, in coordination with Regions, OPD, HPO, Office of Maintenance, TDD and
other key stakeholders to compile data and provide advice/recommendations to key
program decision makers, such as OTC, Executive ODOT Management, etc.
Responsible to set, update and maintain asset design standards, policies,
procedures and practices within individual disciplines.
Responsible, in coordination with TDD, to establish corporate policy and
guidance for collection of linear asset data.
Responsible, in coordination with TDD, for development, implementation
and regular assessment of ODOT’s corporate Asset Management Program
performance measures.
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Responsible to ensure that all data collection/retention/storage efforts, in
areas of responsibility, conform to the ODOT Data Management Policy.
Responsible to coordinate and collaborate with key internal and external
stakeholders, including Motor Carrier Division, Office of Project Delivery
(OPD), Maintenance, Mobility, Sustainability Program and across asset
groups, including modes, to ensure optimum life-cycle management of
ODOT assets.
Responsible to coordinate and collaborate with ODOT Regions and Districts
to identify functional asset program needs and to solicit input and assistance.
Key staff – Technical Services Manager, Section Managers, Asset Group
Managers, Management Systems Technical Lead Staff.
Transportation Development Division
Responsible, in conjunction with Technical Services, for development and
implementation of ODOT’s Asset Management Program and to provide
organizational leadership for management of ODOT linear assets.
Responsible to support ODOT’s Asset Management Program via production of the long-
range Oregon Transportation Plan, the Oregon Highway Plan, the Freight Master Plan,
modal plans, other Topical Plans, as well as individual plans for specific highway
corridors. (The linkage is to provide core plans for funding decisions related to asset
construction and management).
Responsible, in conjunction with Technical Services, to establish corporate
policy and guidance for the QA/QC of ODOT linear asset data. (The role of
TDD in this area is to set overall policy and guidance for the QA/QC of
individual assets, including bridge data. System owners/managers are
responsible for their own QA/QC program – TDD is responsible to say that
there will be a QA/QC program).
Responsible for conducting research projects to improve efficiency,
functionality and safety of ODOT assets.
Responsible, in coordination with Technical Services, to establish corporate
policy and guidance for collection of linear asset data. (The role envisioned
in specific asset areas is similar to the QA/AC program – TDD sets global
data collection policy and those responsible for managing the assets apply
the corporate policies to their operations).
Responsible, in coordination with Technical Services, for development,
implementation and regular assessment of ODOT’s corporate Asset
Management Program performance measures. (Each group is responsible
for contributing to overall AM program performance measures – revised
language has bee added to each section).
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Responsible to ensure that all data collection/retention/storage efforts, in
areas of responsibility, conform to the ODOT Data Management Policy
Responsible, in coordination and collaboration with IS and data owners for
corporate enterprise asset data (i.e., roadway geometry data) including data
policy development and data support structures such as data bases and
associated applications.
Responsible to ensure that programs under its authority such as Freight
Mobility, Transportation Modeling, Crash Data, OTMS and GIS are, as
appropriate, engaged in ODOT’s Asset Management Program.
Responsible to coordinate and collaborate with key internal and external
stakeholders, including Motor Carrier Division, Office of Project Delivery
(OPD), Maintenance and across asset groups, including modes, to ensure
optimum life-cycle management of ODOT assets.
Responsible to coordinate and collaborate with ODOT Regions and Districts
to identify functional asset program needs and to solicit input and assistance.
Key staff – Division Manager, Section Managers, Unit Managers, Technical
Lead Staff.
Office of Project Delivery
Responsible to support the expedited delivery of ODOT's Highway
construction program through the implementation of best business practice
techniques, strategic outsourcing programs, integrated information systems,
and relevant operational guidance while continually monitoring the
improvement of ODOT's project delivery business line.
Responsible to coordinate and collaborate with key internal and external
stakeholders to ensure optimum life-cycle management of ODOT assets.
Responsible to coordinate and collaborate with Technical Services and
Transportation Development Division to obtain current Asset Management
program data collection criteria and to provide assistance and input as
appropriate.
Responsible for development, implementation and regular assessment of
asset performance measures that roll into ODOT’s corporate Asset
Management program performance measures.
Responsible to ensure that all data collection/retention/storage efforts, in
areas of responsibility, conform to the ODOT Data Management Policy
Key staff – Executive Manager, Program Managers, Unit Managers,
Technical Lead Staff.
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Office of Maintenance
Responsible to lead and support highway asset maintenance activities
throughout the State by developing and implementing programs to ensure
efficient, effective and consistent maintenance of Oregon’s transportation
infrastructure.
Responsible to coordinate and collaborate with ODOT’s Regions and
Districts to provide expertise in forestry, vegetation management, utility
permits, emergency management, field services, training, clean water,
salmon recovery and directly administers the Snowmobile, Sno-Park,
Adopt-A-Highway and Youth Litter Patrol programs.
Responsible to coordinate and collaborate with key internal and external
stakeholders to ensure optimum life-cycle management of ODOT assets.
Responsible to coordinate and collaborate with Technical Services and
Transportation Development Division to obtain and adhere to current Asset
Management program data collection criteria.
Responsible for development, implementation and regular assessment of
asset performance measures that roll into ODOT’s corporate Asset
Management program performance measures.
Responsible to ensure that all data collection/retention/storage efforts, in
areas of responsibility, conform to the ODOT Data Management Policy.
Key staff – Maintenance Manager, Program Managers, Unit Managers,
Technical Lead Staff.
Regions
Responsible for asset capital improvement, operations and maintenance plan
development, project design and construction projects.
Responsible to coordinate and collaborate with key internal and external
stakeholders to ensure optimum life-cycle management of ODOT assets.
Responsible to coordinate and collaborate with Technical Services and
Transportation Development Division to obtain and adhere to current Asset
Management program data collection criteria.
Responsible to record changes to assets made in response to maintenance or
operational needs.
Responsible to inform data owners, e.g. management systems, of any
changes or updates to assets.
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Responsible for development, implementation and regular assessment of
asset performance measures that roll into ODOT’s corporate Asset
Management program performance measures.
Responsible to ensure that all data collection/retention/storage efforts, in
areas of responsibility, conform to the ODOT Data Management Policy.
Key staff – Region Managers, Area Managers, Technical Center Managers,
District Managers, Consultant Project Managers, Planning Managers,
Project Leaders, Technical Lead Staff.
Districts
Responsible for asset operational efficiency.
Responsible for ongoing asset maintenance.
Responsible to coordinate and collaborate with key internal and external
stakeholders to ensure optimum life-cycle management of ODOT assets.
Responsible to coordinate and collaborate with Technical Services and
Transportation Development Division to obtain current Asset Management
program data collection criteria and to provide assistance and input as
appropriate.
Responsible to record changes to assets made in response to maintenance or
operational needs.
Responsible to inform data owners, e.g. management systems, of any
changes or updates to assets.
Responsible for development, implementation and regular assessment of
asset performance measures that roll into ODOT’s corporate Asset
Management program performance measures.
Responsible to ensure that all data collection/retention/storage efforts, in
areas of responsibility, conform to the ODOT Data Management Policy.
Key staff – Maintenance Engineer, District Managers, Maintenance Lead
Staff.
Highway Program Office
Responsible to lead, coordinate and oversee department and region activities
regarding program management, project selection and prioritization, project
programming and funding decisions related to the STIP.
Responsible for the inclusion of the statewide programs into the STIP, and
to provide regional oversight and consistency.
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Responsible to provide budget analysis and work plan budgeting for the
Highway Division.
Responsible for operation & management of the Maintenance Management System and
facilitating corporate use and availability of asset specific MMS data
Responsible to coordinate with Asset Managers and Financial Services to provide
highway financial data for life-cycle costing analyses, tools and reports.
Responsible to coordinate and collaborate with key internal and external
stakeholders to ensure optimum life-cycle management of ODOT assets.
Responsible to coordinate and collaborate with Technical Services and
Transportation Development Division to obtain current Asset Management
program data collection criteria and to provide assistance and input to other
stakeholders, as appropriate.
Responsible for development, implementation and regular assessment of
asset performance measures that roll into ODOT’s corporate Asset
Management program performance measures.
Responsible to ensure that all data collection/retention/storage efforts, in
areas of responsibility, conform to the ODOT Data Management Policy
Key staff – Executive Manager, Program Managers, Unit Managers,
Technical Lead Staff
Office of Innovative Partnerships Program
Responsible to develop transportation projects for solicitation of private
sector proposals for partnership and to respond to proposals initiated by
private firms and units of government.
Responsible to create a platform for studying, designing, funding and
constructing new transportation infrastructure projects that would otherwise
be decades away or never constructed at all.
Responsible to coordinate and collaborate with key internal and external
stakeholders to ensure optimum life-cycle management of ODOT assets.
Responsible to coordinate and collaborate with Technical Services and
Transportation Development Division to obtain current Asset Management
program data collection criteria and to provide assistance and input as
appropriate.
Responsible for development, implementation and regular assessment of
asset performance measures that roll into ODOT’s corporate Asset
Management program performance measures.
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Responsible to ensure that all data collection/retention/storage efforts, in
areas of responsibility, conform to the ODOT Data Management Policy.
Key staff – Executive Manager, Project Managers, Project Directors,
Technical Lead Staff.
ODOT Information Systems
Responsible for providing recommendations, review and/or delivery of IT
systems to support ODOT data collection, storage and reporting structures.
Responsible for development of technical architecture and standards, in
conjunction with Trans COI Data Council, that supports maintenance and
retention of ODOT’s asset information to meet identified business needs.
Responsible to coordinate and collaborate with key internal to ensure
optimum life-cycle management of ODOT assets.
Responsible to assist internal stakeholders in data and system modeling and
other activities, as needed, to support ODOT’s Asset Management Program.
Responsible for development, implementation and regular assessment of
asset performance measures that roll into ODOT’s corporate Asset
Management program performance measures.
Responsible to ensure that all data collection/retention/storage efforts, in
areas of responsibility, conform to the ODOT Data Management Policy.
Responsible for working with ODOT’s Data Council to ensure that technical
architecture and data standards are adhered to.
Financial Services
Responsible to provide a complete range of integrated financial and accounting
processes for ODOT.
Responsible for providing recommendations, review and/or delivery of
financial systems to support ODOT data collection, storage and reporting
structures.
Responsible to coordinate and collaborate with key internal stakeholders to
ensure optimum life-cycle management of ODOT assets.
Responsible to assist internal stakeholders in financial system modeling and
other activities, as needed, to support ODOT’s Asset Management Program.
Responsible for development, implementation and regular assessment of
asset performance measures that roll into ODOT’s corporate Asset
Management program performance measures.
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Responsible to ensure that all data collection/retention/storage efforts, in
areas of responsibility, conform to the ODOT Data Management Policy.
Responsible for working with ODOT’s Data Council to ensure that financial
system standards are adhered to.
Responsible for ensuring asset data is provided for Annual Financial
Reporting.
See the “ODOT Asset Features Responsibility Matrix” spreadsheet for additional
information.
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